Support Staff III (PT) - Coroner's Office

Job Title: SSS III

The SSS III provides entry-level administrative support and clerical duties. This position requires basic organization, computer and typing skills.

Essential Duties

• Provide administrative support (arrange meetings, scheduling, create reports, handle correspondence with outside agencies, research, etc.).
• Receptionist duties (answer phones, make outgoing calls, transfer calls, greet and assist visitors, update phone greetings for county holiday closures).
• Typing and data entry (prepare and distribute lists, transcription, calculate and maintain statistical data, proofreading).
• Clerical duties (fax, copy, print, scan, upload documents in online portals, download documents from portals etc.)
• Respond to, organize, and maintain emails received in the main Coroner Office, Right to Know, Cremation and Hiring inboxes.
• Sign for, sort, stamp and distribute incoming mail and send outgoing mail and interoffice envelopes.
• Communicate with Funeral Homes for jurisdictional and non-jurisdictional cases, release of remains, final death certificate issuance, cremation authorizations, and cremation payments.
• Communicate with families of deceased, as needed, supplying requested reports, and documenting the release of information.
• Communicate with law firms and insurance companies, after written request is received and payment is received, supplying requested reports, and documenting the release of information.
• Communicate with law enforcement and other agencies, after written request is received, supplying requested reports, and documenting the release of information.
• Communicate with County, State and Federal agencies after requests are approved, supplying requested reports, and documenting the release of information.
• Communicate with organ procurement team with necessary information and reports when payment is received, supplying requested reports, and documenting the release of information.
• Release personal effects to next of kin, law enforcement and funeral homes, maintaining and documenting chain of custody.
• Release evidence to law enforcement, maintaining and documenting chain of custody.
• Coordinate with FedEx for picking up or dropping off packages.
• Coordinate with various courier services for picking up and dropping off packages.
• Assist Office Manager with submission of Verification of Death Forms to the Prothonotary's Office by January 31st annually, per State Statute Requirements.
• Assist Office Manager with uploading documents to online portal and submit invoices for current grants with various governmental agencies.
• Update and edit office case management system, as needed.
• Add/Update Coroner On-call calendar with current Investigator, Transporter and Pathologist Schedules.
• Maintain databases, logs, and spreadsheets.
• Archive case files.
• Filing (pull files, re-file, maintain records).
• Perform special projects, as assigned.
• Any other duties as requested or assigned by the Coroner, Chief Deputy, and First Deputy.

Qualifications/Preferred Skills, Knowledge & Experience

• High School Diploma or General Education Degree (GED).
• Six months to one year of general office experience (typing, clerical, filing, copying, etc.).
• Receptionist duties (answering phone, greeting visitors, and maintaining Coroner's schedule).
• Will frequently work with payments and checks from customers.
• Will work as a team member in the office setting, communicating actions to staff.
• May have to work independently with no supervision.
• Must be deadline- and budget-conscious.
• Ability to prioritize and organize work.
• Strong interpersonal skills.
• Ability to maintain confidential information and handle confidential matters.
• Basic spelling, grammar, and math skills.
• General computer knowledge.
• Good verbal and written communication skills.
• Ability to interface with all levels of County management.
• Basic typing / word processing skills (minimum of 40 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• One to two years of general office experience and skills.
• Strong customer service skills.
• Strong time management skills.
• Ability to multi-task.
• Ability to deal with all types of people and personalities.
• Familiar with County policies and procedures.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate Microsoft Word skills
• Intermediate Microsoft Excel skills
• Intermediate Microsoft Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes).

Physical Demands: While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist, and talk or hear, lift up to 40 pounds for a height of three feet, and carry up to 40 pounds for a distance of three feet. Occasionally, the employee will need to reach or work with arms above shoulder height, kneel, stoop, crouch or squat, crawl, climb stairs, climb, or work on a ladder, twist or rotate at the waist while working; push, lift or carry items, work with office machinery; and drive a vehicle. On rare occasions, the employee will need to work with an uncommon level of noise. Vision adequate to drive and to read written or computer records.

Work Environment:

• The noise level in the work environment will vary by department from quiet to noisy.
• Exposure to blood borne pathogens, biohazardous materials and noxious odors.
• Exposure to graphic case report contents and photographs.
• Exposure to secondary trauma related stressors.

Other:

• This position requires professionalism.
• Must be able to remain courteous and maintain composure under stressful situations.
• Ability to deal with all types of personalities.
• May deal with items that have monetary and evidentiary value.
• Ability to work holidays, as needed.
• Ability to work as part of a team and independently.
• Flexibility and ability to adapt to change.
• This position requires confidentiality.
• Must fulfill all mandatory training requirements.
• Hepatitis B vaccination or sign declination form
• A valid driver's license and current insurance, required to drive county vehicle.